Bridge Program Policies and Procedures

Attendance Policy and Procedure

Policy:

Time off from one of the programs is regulated by several sources, including (but not limited to) Student Support Services, The Department of Human Resources and Skills Development Canada (HRSDC), and/or the Private Training Institutions Branch (PTIB) under the BC Ministry of Advanced Education. All students shall represent themselves in a professional manner and, in particular, shall adhere to the following duties:

The Student will attend all classes and rehearsals for roles or dances for which they are cast; perform as directed during rehearsals and performances; and learn all choreography for which they are selected or cast as an understudy.

The Student will participate in all scheduled performances except when excused by injury, severe illness, or other legitimate reason beyond the control of the student.

The Student will attend all scheduled classes, rehearsals and performances on time. Requests for absence must be made in advance by writing/email and delivered to the Program Director.

The Student will keep themselves physically able to perform. If injured, the student should be seeking the appropriate health professional in a timely manner, and providing the Program Director with the appropriate information regarding the student’s ability to dance.

Studio dancing hours and performing hours have a strict Attendance Policy, which is mandatory for successful completion of the course. A student with a chronic injury or illness may ask to be given academic concession for certain modules, however, a student who is unable to participate in the required studio hours may not be able to be given a passing grade. They may request for a deferral and continue their studies into the following year to complete their courses to be eligible for graduation.

Students who miss 30 days or more, over the full duration of the program will be assessed before the end of the second year (April-May) to determine if they are of the technical standard required for graduation.

Procedures:

Regular attendance is a mandatory requirement of Victoria Academy of Ballet.

Students must schedule appointments outside of class time or during breaks whenever possible.

If a student is suffering from long term medical problems or there are other exceptional circumstances which may affect their ability to complete their studies successfully, the student must notify the Program Director as soon as possible. The Program Director will work with the student to try to develop a schedule/study plan that will allow the student to complete their studies. Studio dancing hours and performing hours, are mandatory for successful completion of the course.

The process of withdrawal is covered in the Withdrawal Policy

Dismissal Policy and Procedure

Policy:

Victoria Academy of Ballet expects students to meet and adhere to a code of conduct while completing a program of study. The list below outlines the code of conduct that all students are expected to follow. If needed, students should request clarification from the Program Director if they have any questions.

Expectations for Students:

Attend classes in accordance with the Attendance Policy.

Treat all students and staff with respect.

Dress according to the school’s Uniform Policy.

Treat school property with respect.

Complete all assignments and examinations on the scheduled completion dates.

VAB forbids: disruptive or offensive classroom behavior; bringing weapons of any kind (i.e. knives, guns) to school; bringing any alcohol or any prohibited mood altering substances to the institution; making inappropriate remarks concerning another student or staff’s ethnicity, race, religion or sexual orientation; and any other conduct which is determined to be detrimental or damaging to other students, staff members or VAB.

Any other conduct which is determined to be detrimental or damaging to the other students, staff members or VAB.

Any of the following, if substantiated, may result in immediate dismissal without a warning letter or probationary period:

Sexual assault

Physical assault or other violent acts committed on or off campus against any student

Verbal abuse or threats

Vandalism of school property

Theft

Victoria Academy of Ballet reserves the right to request that a student withdraw or defer their studies from the program if the student develops serious health concerns which, in the opinion of the Artistic Director or Program Director, need to be addressed at home. Concessions may be given.

Studio and performance hours and academic modules are required for completion of the course. A student who is unable to participate in the required studio hours may not be eligible for a passing grade.

The student may request for a Deferral and continue their studies;

As soon as they are able to return to the program providing they have not missed more than 30 days.

At the beginning of the program (August) and continue the time deferred into the following year to complete their courses to be eligible for graduation.

Students who miss 30 days or more, over the full duration of the program will be assessed before the end of the second year (April-May) to determine if they are of the technical standard required for graduation.

VAB will make every effort to accommodate the student with options or alternatives to meet their needs.

Students who do not meet the expected code of conduct will be subject to the procedures outlined below which may include immediate dismissal from VAB, depending on the severity of the misconduct.

Concerns related to a student’s conduct shall be referred to the Artistic Director to process in accordance with this Policy.

Procedures:

All concerns relating to student misconduct shall be directed to the Artistic Director. Concerns may be brought by staff, students or the public.

The Artistic Director will arrange to meet with the student to discuss the concern(s) within five (5) school days of receiving the complaint. If the alleged conduct is of such a serious nature that an immediate dismissal may be warranted the Artistic Director will meet with the student as soon as possible.

Following the meeting with the student, the Artistic Director will conduct whatever further inquiry or investigation is necessary to determine whether the concerns are substantiated.

Any necessary inquiries or investigations shall be completed within five (5) school days of the initial meeting with the student.

The Artistic Director will meet with the student and do one of the following:

– Determine that the concern(s) were not substantiated;– Determine that the concern(s) were substantiated, in whole or in part;– Give the student a warning setting out the consequences of further misconduct;– Set a probationary period with appropriate conditions;– Dismiss the student from VAB.

The Artistic Director will prepare a written summary of the determination. A copy shall be given to the student, a copy will be placed in VAB’s complaint file, and the original will be placed in the student file.

If the student is issued a warning or placed on probation, the Artistic Director and the student will both sign the written warning or probationary conditions and the student will be given a copy. The original document will be placed in the student’s file.

If the recommendation is to dismiss the student, the Artistic Director of the school will meet with the student to dismiss him/her from study at the school. The Artistic Director will deliver to the student a letter of dismissal.

If a refund is due to the student, the Office Administrator will ensure that a cheque is forwarded to the student within 30 days of the dismissal.

If the student owes tuition or other fees to the school, the Office Administrator may undertake the collection of the amount owing.

The decision of the Artistic Director is final.

Dispute Resolution Policy and Procedure

Policy:

Victoria Academy of Ballet is committed to providing a working and learning environment in which students are treated with respect and dignity. We acknowledge the right of all students to seek assistance from the Artistic Director to resolve disagreements, including grading.

We are committed to an open, collaborative approach to dealing with student concerns, and we will endeavor to resolve complaints at an informal level wherever possible. Should this not be successful, students have the option of initiating a formal complaint.

This policy is to be followed in the event of a student initiated complaint regarding instruction, services or any aspect of the operations at the Victoria Academy of Ballet. A student may wish to seek advice to ensure that this policy is appropriate to the concern being raised. The goal of the Dispute Resolution Policy is timely and successful resolution of the complaint.

Student confidentiality will be maintained through the process. The student will not be discriminated against nor have adverse consequences on the status of the complainant in their program of studies as a result of using the Dispute Resolution Policy.

All student complaints must be made in writing.

For the appeal of student marks, please see the Grade Appeal Policy.

Dispute Resolution Guidelines:

The Program Director will serve as the initial point of contact for students seeking to use the institution’s resources and will provide guidance about what dispute resolution alternative may work best to settle a particular dispute.

The Program Director will be available to assist a student wishing to initiate a formal proceeding should the foregoing choices prove unacceptable or unsatisfactory.

If the Program Director is absent or is named in a complaint, the student must provide the complaint to the Artistic Director.

Victoria Academy of Ballet will ensure the rights of both the complainant and respondent are respected. This policy honors the following principles:

The complainant has the right:

To file a complaint

To full disclosure of the respondent’s statements and any supporting documents

To a fair hearing

The respondent has the right:

To know who is making the complaint

To full disclosure of the substance of the complaint and any supporting documents

To a fair hearing

Informal Procedures:

The Student should first communicate directly with the individual involved.

The Student should outline the nature of the complaint, including a brief description of what occurred, where and when it took place and who was involved within ten (10) days of the occurrence of the problem/situation.

The respondent will consider the students concerns and outline their understanding of the situation.

Both parties are encouraged and expected to clarify their perspectives.

The Program Director will arrange a meeting with the student within two (2) days of initial contact by the student.

All concerned should make a good faith effort to resolve the problem.

This step resolves most student/client concerns in the initial meeting. Students, Employees and Contractors are encouraged to pursue this dialogue to reach a successful resolution.

In instances where the student feels uncomfortable speaking to the Program Director, or has any reservations about initiating the initial contact, the complainant should contact the Artistic Director. They will discuss the matter with the student, become familiar with the complaint, and then advise the student what options and resources are available for resolving the problem.

Mediation Procedures:

If the parties are unwilling or unable to resolve their dispute even with the assistance of the Program Director the matter should be referred to the Artistic Director, within five (5) days from the informal meeting.

The Artistic Director will assist both parties to try to resolve the dispute through mediation.

Mediation is a process that helps people resolve disputes for themselves in a mutually acceptable way in which everyone involved in the dispute meet with a mediator who is familiar with the process. In a private setting the mediator provides an orderly, simple process for the parties to discuss their dispute along with their feelings, perceptions, and needs. The goal is to begin communication and move towards resolving the dispute in a manner agreeable to all.

Formal Appeal Procedures:

If a dispute involves allegations of discrimination, and/or the parties are unwilling or unable to resolve their dispute through mediation, the matter should be referred to the President of Victoria Academy of Ballet Inc., who will designate an adjudicator.

The student is required to prepare a written request (appeal letter) ten (10) days after the informal resolution process has concluded to ensure that the subsequent hearing will address specific issues that most concern the student.

The written request should include the following information:

The students name

The nature of the problem or complaint

The communication that has taken place between the complainant and his or her Instructor and/or Program Director concerning the matter

The Instructors or Program Directors response

The reason the complainant disagrees with that response

The complainants suggestions for proper resolution of the matter

Upon receipt of the appeal letter from the student, the President will provide a copy to the respondent in a timely fashion.

The respondent will submit a written response to the President, complete with all relevant documentation within ten (10) working days of receiving the complainants’ formal letter.

Upon receipt of respondents’ response, the President will provide a copy to the complainant.

The President is responsible to conduct a fair process review by ensuring that:

Individual identities and relevant information will be restricted to the people who need to know

The lodging of the appeal will have no adverse consequences on the status of the complainant in their program of study.

The adjudicator, complainant or respondent may request a hearing as an optional means to present evidence. In the event the President does not receive a request for a hearing within the stated deadline, the adjudicator shall render a decision within fifteen (15) working days of receiving the respondents reply.

Where a hearing is required, attendance shall be restricted to those having a direct involvement in the presentation of the information. However, the complainant and the respondent are each entitled to have one representative of their choice present at the hearing.

In the event either party intends to produce written material beyond that initially provided to the President, copies of such additional material shall be delivered to all parties and to the adjudicator at least two (2) working days prior to the hearing. A list of persons the parties intend to call as witnesses, as well as those who will be attending as representatives must also be submitted within this timeframe.

In making their recommendation, the adjudicator or President shall consider only the representations of the parties, any relevant VAB policies and any previous relevant appeal decisions. When policies are considered, copies shall be provided to all parties.

The President shall provide the recommendation within five (5) working days of the hearing

The President will provide a written summary setting out the nature of the appeal, the parties’ positions, outcomes and investigation, and make reference to the relevant policy(s) considered in making a decision.

The President will provide a copy of these recommendations to the complainant and respondent

This is the final step in the Dispute Resolution process and all decisions will be final.

The student making the complaint may be represented by an agent or a lawyer.

If the student is or was enrolled in an approved program, is dissatisfied with the determination, and has been mislead by the institution regarding any significant aspect of that program, he or she may file a complaint with the Private Training Institutions Branch (privatetraininginstitutions.gov.bc.ca).

Event

Timeline

Contact

Informal Contact

Within ten (10) days from occurrence

Instructor or Employee with whom dispute arose

Informal Meeting

Within two (2) working days from contact by student

Program Director

Informal Mediation

Within five (5) working days from informal meeting

Artistic Director or Executive Director

Formal Appeal

Written Request (appeal letter)

Ten (10) working days following the conclusion of informal mediation

President

Respondent Reply

Within ten (10) working days from receiving student written request

President

Review by Adjudicator

Within five (5) working days from respondent reply

President

Decision (if no hearing)

Within fifteen (15) working days after review

President

Hearing

Hearing Request

Within seven (7) working days of respondents reply

President

Hearing Date

Within eight (8) working days from hearing request

President

Additional Evidence

Two (2) working days prior to hearing date

3rd Party Designate

Recommendation/Decision

Within five (5) working days from hearing

President

Grade Appeal Policy and Procedure

Policy:

Victoria Academy of Ballet is committed to ensuring that policies and procedures that affect students are consistently applied. It is recognized that, from time to time, a student may feel he/she has been treated unjustly in the application of a policy or procedure or may disagree with an academic/artistic decision. In these cases the student has the right to appeal.

This policy covers appeals regarding grades, evaluation procedures, and academic penalties. It does not cover harassment; these are dealt with under the Dispute Resolution Policy and Dismissal Policy.

The student will not be discriminated against as a result of using the Grade Appeal Policy.

Informal Procedures:

A student who is dissatisfied with a grade must contact their Instructor involved in order to discuss the grade and material in question before making a formal appeal. This must be initiated within seven (7) days of receiving the mark in question.

Formal Procedures:

If resolution is not reached with the Instructor the student can then make a formal appeal to the Program Director or Artistic Director within one (1) month of receiving the mark in question.

Instructors whose decisions are being appealed must be made aware of the appeal.

A formal Appeal consists of a written appeal that the assignment or examination be re-evaluated. This includes the following:

A statement of the students concerns and decision being appealed

A summary of efforts made to resolve the matter informally

The basis for appeal

The resolution being sought

Any relevant information, with supporting documentation where appropriate, that will help the Program Director or Artistic Director uncover circumstances that led to the formal appeal

Contact information, where and how the student can be reached

The Artistic Director shall review the case, consulting with the Instructors, the student concerned, and/or other persons as he/she considers appropriate. This review must be completed within fifteen (15) working days of receiving the formal appeal from the student.

The Artistic Director shall inform the student of the final decision in writing at the end of the fifteen (15) day formal review. The decision may result in one of the following actions:

The grade remaining unchanged

The assignment or examination being remarked

The assignment or examination being redone

This is the final step in the Grade Appeal process and all decisions will be final.

A copy of all correspondences shall be placed in the students file

The students final grade will be determined using the most recent evaluated grade

Student confidentiality will be maintained through this process

The student will not be discriminated against as a result of using the Grade Appeal Policy.

Health and Safety Policy

Policy:

Victoria Academy of Ballet is committed to providing a healthy and safe working and learning environment for all employees and students. Our objective is to conduct our business in the safest possible manner consistent with the Occupational Health and Safety Regulations in British Columbia.

Victoria Academy of Ballet recognizes the right of workers to work in a safe and healthy work environment and is committed to eliminating the hazards that cause accidents and injuries. No task is to be regarded as so urgent that time cannot be taken to ensure the safety of the individual and others. The welfare of the individual is our greatest concern.

In order to teach and correct dance movement and technique, instructors need to make physical contact with students. Victoria Academy of Ballet ensures that such contact is applied in a professional manner at all times.

The following Safety Policy will be observed by all employees, contractors, students and visitors. All employees, contractors, students and visitors are required to make every effort to ensure that Victoria Academy of Ballet meets all legislative requirements and maintains the highest safety standards. These rules apply to all activities.

General Safety Guidelines:

Report to work or studies well rested and physically able to give full attention to tasks at hand.

Persons with physical or mental impairment shall not be assigned to tasks where their impairment has a potential to endanger themselves or others.

No person shall be permitted to remain on the premises while their ability to work is so affected by alcohol, drugs (prescription or non-prescription) or other substances, so as to endanger their health or safety or that of any other person.

Inappropriate behaviour, such as horseplay, fighting and practical jokes are extremely dangerous and will not be tolerated.

Any unsafe conditions which are encountered shall be corrected or reported to the Program Director immediately.

Unsafe Acts shall be reported to the Director(s) immediately.

Employees, contractors, students and visitors must inform the Office Administrator when they have significant allergies which might be encountered while at work or studies. The person with a severe allergy should carry an Epi-pen™ and be familiar how to use it.

Students are responsible for reporting to the Program Director or Office Administrator whenever they become sick on campus.

Employees, contractors and visitors are responsible for reporting to the On-Site Administrator whenever they become injured on campus.

All injuries, no matter how minor, must be reported immediately and an injury/incident report must be completed.

All injuries/incidents report forms will be retained in the Injury/Incident Binder.

Do not leave materials in aisles, walkways, stairways, roads or other points of egress.

Avoid manual lifting of materials, articles or objects which are too heavy.

When lifting, have a secure footing, bend your knees, keep your back straight, take a firm hold of the object being lifted and slowly straighten your legs. If you must turn with a load, turn your feet and whole body. DO NOT twist yourself. Avoid reaching while lifting or putting the object down. If the object is too heavy for you, get assistance.

Do not attempt to repair defective wiring or other electrical equipment. Report defective electrical equipment to the On-Site Administrator.

Follow all WorkSafe BC Procedures and Processes and report any deficiencies to the On-Site Administrator

Procedures for Fire Safety:

The On-Site Administrator ensures that adequate fire suppression equipment is available as needed throughout the campus and that all fire suppression equipment is inspected by a qualified inspector at least annually. Fire suppression equipment shall be maintained in accordance with the manufacturer’s instructions and the requirements of the BC Fire Code.

The On-Site Administrator ensures that all employees receive training in the school fire evacuation procedures.

In the event of a fire emergency, the On-Site Administrator/Supervising Instructor will dial 911 and advise the fire department of the location of the school. They will provide details of the type of fire (if known) and the location of the fire within the campus.

The On-Site Administrator/Supervising Instructor will advise all employees to evacuate the campus.

Instructors will escort the students to the designated meeting location: halfway up the 700 block on the opposite side of Johnson St. behind the Odeon Theatre ensuring that he or she takes the class list with them. At the designated meeting location, the instructor will check the students present against the list of students in attendance that day and immediately advise the On-Site Administrator/Supervising Instructor if anyone is missing.

The On-Site Administrator/Supervising Instructor will act as a liaison between fire officials and students/employees during the emergency. If necessary the On-Site Administrator/Supervising Instructor will authorize school closure.

No student or employee will re-enter the campus until fire officials have authorized re-entry.

Procedures for Earthquake Safety:

The On-Site Administrator ensures that adequate precautions are taken throughout the campus to ensure that injury due to falling or unstable items during an earthquake is limited.

The On-Site Administrator ensures that all employees receive training in the school earthquake evacuation procedures.

In the event of an earthquake emergency, all students and employees will take cover and remain under cover until the shaking stops.

When it is deemed safe to do so, On-Site Administrator/Supervising Instructor will advise all employees to evacuate the campus.

Instructors will escort the students to the designated meeting location: halfway up the 700 block on the opposite side of Johnson St. behind the Odeon Theatre ensuring that he or she takes the class list with them. At the designated meeting location, the instructor will check the students present against the list of students in attendance that day and immediately advise the On-Site Administrator/Supervising Instructor if anyone is missing.

The On-Site Administrator/Supervising Instructor will act as a liaison between rescue officials and students/employees during the emergency. If necessary the On-Site Administrator/Supervising Instructor will authorize school closure.

No student or employee will re-enter the campus until rescue officials have authorized re-entry.

Program Specific Health and Safety Procedures:

Programs that use dangerous equipment or hazardous materials must observe health and safety precautions for the specific equipment and materials as outlined by Health Canada, WorkSafe BC or by the equipment manufacturer.

The On-Site Administrator is responsible for ensuring that employees receive training in the proper use, maintenance, storage and disposal of dangerous equipment or hazardous materials.

Instructors in these programs are responsible for ensuring that students receive training in the proper use, maintenance, storage and disposal of dangerous equipment and hazardous materials before being allowed to operate or use these items during the completion of the program of study.

Instructors in the program will conduct monthly inspections of equipment to ensure that worn or damaged pieces are identified and replaced. When identified, Instructors will complete a Repair/Maintenance Request Form and submit to the Program Director.

Procedures for Injury/Incident:

Instructors will document all injuries/incidents occurring on campus, including the date, time, person(s) and site location and determine if the injury will require further medical attention by Physician/Hospital.

All injuries/incidents report forms will be retained in the Injury/Incident Binder.

If an injury/incident requires immediate medical attention the On-Site Administrator/Supervising Instructor will call the emergency number, 911 and provide first aid until emergency responders arrive.

If a minor student becomes injured and must be taken to the hospital, On-Site Administrator/Supervising Instructor will notify the students Parent or Guardian/Custodian.

If a student is of the age of majority (19 years old in British Columbia) and must be taken to the hospital, On-Site Administrator/Supervising Instructor will assist in the notification of next of kin only when the student requests it.

If a student is residing within the VAB Homestay Program then the On-Site Administrator/Supervising Instructor will notify the Student Support Services Manager.

Procedures for Medical Emergencies:

The responsibility of Victoria Academy of Ballet, regarding health care, is limited to a Good Samaritan role and regulations determined by Canadian law.

Victoria Academy of Ballet is committed to maintaining a healthy and safe environment. The Office Administrator will ensure that appropriate medical protocols and safety guidelines are established and communicated to employees and students. All employees, contractors, students and visitors are expected to follow the policy of using blood and body fluid precautions in administering first aid and in handling of body fluids. A first aid kit is located in the lobby.

All students must provide their own medical insurance coverage at the time of registration. International students are required to purchase medical insurance coverage.

All students are encouraged to have a personal/family doctor within the area in which they are residing.

Students must register any medical conditions with the Registrar so as to facilitate assistance in case of emergency (ie. Diabetes, epilepsy etc.). The Registrar will inform Instructors of the medical conditions of the Students in accordance with the Privacy Policy.

If a minor student becomes injured and must be taken to the hospital, On-Site Administrator/Supervising Instructor will notify the students Parent or Guardian/Custodian.

If a student is of the age of majority (19 years old in British Columbia) and must be taken to the hospital, On-Site Administrator/Supervising Instructor will assist in the notification of next of kin only when the student requests it.

If a student is residing within the VAB Homestay Program then the On-Site Administrator/Supervising Instructor will notify the Student Support Services Manager.

If there are any concerns regarding safety, a letter should be sent to the On-Site Administrator, who will address the matter and provide a letter stating what actions have taken place to ensure safety. The On-Site Administrator will be responsible to ensure these safety rules are met.

Language Proficiency Policy

Policy:

VAB is an English speaking school with ballet studies taught using the universal French ballet terminology. Students whose first language is not English are required to undergo an online PAL (Pre-Arrival Learning) assessment at their own expense, provided by an approved Languages Canada Accredited School. VAB will assist the student by booking the testing at the accredited school of the institution’s choice. Students must possess the equivalent to the IELTS (International English Language Testing System) Level 1 or higher and results must be in their program file within the first two months of study. Students who have graduated from an English speaking high school or program are not required to take the language assessment (transcripts required).

In order to facilitate success for the academic course work in the Bridge Program, students may do research in their native language which can then be translated at the expense of the student. They may request oral assessments using an interpreter at the expense of the student. Some classes, if required, are conducted using an interpreter at the expense of the institution.

Using a variety of assessment methods which allows students to study and research in their own language, students will achieve the depth of knowledge required to be successful in the academic portion of the VAB Bridge Program.

Procedures:

Serious prospective students will be connected with an approved Languages Canada Accredited School for the online PAL assessment after enrollment. The language school representative will contact VAB with the results.

Students at Levels 1-2 are still advised and encouraged to undertake formal ESL lessons either through a Languages Canada Accredited school on their own time or using a personal tutor at the expense of the Student. Weekly ESL classes focusing on dance terminology will be provided to International ESL students.

Prior Learning Credit Transfer Policy and Procedure

Policy:

Victoria Academy of Ballet takes under consideration courses taken at a recognized, accredited or otherwise equivalent post-secondary institution and compares them to the offerings in the Program. Transfer credits may be applied to either the first and/or second years of the program provided that they meet and are relevant to the requirements, curriculum and hourly duration of the program.

Procedures:

Students requesting transfer credits and/or credits from prior learning do so by completing the Credit Transfer Application Form and providing supporting documentation (such as; transcripts, and/or video, letter of recommendation from a licensed professional and published description of the institution and course), to the Program Director.

Privacy Policy and Procedure

Policy:

The Personal Information Protection Act (PIPA) and the Personal Information Protection and Electronic Documents Act (PIPEDA) governs the way private sector organizations in British Columbia collect, use, disclose and secure personal information. Personal information means all information about an identifiable individual, but does not include business contact information such as the name, position, business telephone, e-mail, and fax numbers of an individual.

At Victoria Academy of Ballet we are committed to respecting your right to privacy. We acknowledge the sensitivity of personal information which may be provided to us in the course of our business. We recognize our responsibility for ensuring the confidentiality and security of your personal information in our custody and control. Ensuring the accuracy of your personal information is our joint responsibility.

We collect student/customer personal information for the following purposes:

To provide education and training services;

To maintain student records as required by PTIB under the BC Ministry of Advanced Education

To keep students, parents and graduates informed of activities of the school

To issue T2202A as in accordance with Canada Revenue Agency

Personal, privileged and/or confidential information about students may only be collected, used, disclosed and retained for the purposes indentified by Victoria Academy of Ballet as necessary, and only after such purpose has been disclosed to students prior to collection and their consent obtained. All Employees and Contractors must ensure that no personal, privileged and/or confidential student information is disclosed without the students consent and then only if security procedures are satisfied. Student information is only to be accessed by Employees and Contactors with appropriate authorization.

Victoria Academy of Ballet retains the full student file for a period of seven (7) years following the student’s withdrawal, dismissal or graduation. After seven years, the full student record is destroyed using a secure destruction method.

Victoria Academy of Ballet uploads a copy of the Enrollment Contract, Final Transcript and credential (Diploma) to an approved third-party vendor. These records are retained for a period of fifty-five (55) years by the third party vendor.

Student information that is the subject of a request by an individual or a Privacy Commission shall be retained as long as necessary to allow individuals to exhaust any recourse they may have under PIPEDA or PIPA.

Concerns or complaints related to privacy issues must be made, in writing, to the Program Director or Artistic Director setting out the details of the concern or complaint. The Program Director or Artistic Director shall investigate the matter forthwith and make a determination related to the resolution of the concern(s) or complaint(s).

Procedures for Maintaining Student Files:

Student Personal information is collected throughout the student’s attendance at Victoria Academy of Ballet. All required information regarding the student is placed in the student file.

Student files containing personal information are safely stored in a locked office and access to the student files is limited to the appropriate administrative staff, Director(s) and Senior Education Administrator.

When a student leaves the school either by withdrawal, dismissal or graduation, the Program Director will prepare a Transcript showing the marks achieved in the courses enrolled. If the student has completed all program requirements a program credential (Diploma) is also prepared. Transcripts are signed by the Program Director and Artistic Director. Program credentials are signed by the Artistic Director and Program Director. Copies of the signed documents are placed in the student file.

Within sixty (60) days of the student leaving the institution, the Registrar will send copies of the Enrolment Contract(s), Transcript and Diploma to the third-party vendor for long term storage.

After documents are sent for long term storage, the student file is placed in “inactive” student storage for eight (8) years.

At the end of the eight (8) year period, the full student file may be destroyed using a secure destruction method.

Procedures for Student Access to the Information on File:

Students wishing to gain access to their student file must make the request to the Office Administrator.

The Office Administrator will meet with the student to review the file and will provide copies of any document the student requests.

The student will pay $0.25 per page for a copy of the document(s).

If the student requests, in writing, a duplicate Diploma or Transcript the institution will provide it at a cost of $60.00 for each Diploma and $25.00 for the Transcript. The student must provide proof of identity with a photo and ID or passport with the student’s request. All new duplicates will be marked as “Duplicate Issued” and “New Date of Issue”. The institution will provide new duplicates within thirty (30) days of receiving the request and proof of identity.

Procedures for Authorizing Release of Information:

If a student wishes to authorize a third party to access information in his/her student file, the student must do so in writing.

Victoria Academy of Ballet will not release information to any person other than people authorized by the student to access information unless required to do so by legislation, a subpoena, court order or if release of information is necessary as part of an ongoing police investigation.

Program Advisory Committee Policy and Procedure

Policy:

Our external Program Advisory Committee members are representatives from the employment community, current working professionals, alumni who have worked in the industry for several years, professional associations and/or regulatory bodies, and are experienced dance education professionals that have an interest in training the future working professional.

The role of the PAC is to assist us in an ongoing revitalization of the program and the curriculum by identifying areas that could be improved or enhanced in relation to the currency and relevancy in the industry.

Responsibilities of this PAC include:

Review and provide feedback on the program curriculum to ensure it is relevant to the current state of the industry.

Review and provide feedback on information packages (Student Manual and website) to ensure clarity and usefulness.

Review student evaluations to ensure program objectives, learning outcomes and curriculum standards are met by instructors.

To identify any gaps in service or irrelevancy of program and make suggestions on improvements.

Procedures:

The Program Director will provide PAC members with all the materials (3 term summaries, curriculum, modules and student evaluations) for review and the PAC Program Review Form annually in July.

PAC members will complete the PAC Program Review Form and return to the Program Director.

The Program Director will compile the comments and suggestions from the individual PAC Program Review Forms and develop an Action Plan and implementation targets for the institution.

Refund Policy and Procedure

Policy:

If the institution receives tuition from the student, or a person on behalf of the student, the institution will refund the student, or the person who paid on behalf of the student, the tuition that was paid in relation to the program in which the student is enrolled if:

the institution receives a notice of withdrawal from the student no later than seven days after the effective contract date and before the contract start date;

the student, or the student’s parent or legal guardian, signs the student enrolment contract seven days or less before the contract start date and the institution receives a notice of withdrawal from the student between the date the student, or the student’s parent or legal guardian, signed the student enrolment contract and the contract start date; or

the student does not attend a work experience component and the institution does not provide all the hours of instruction of the work experience component within 30 days of the contract end date.

The institution will refund the tuition for the program and all related fees paid by the student or a person on behalf of the student enrolled in the program if the student is enrolled in the program without having met the admission requirements and did not misrepresent his or her knowledge or skills when applying for admission.

If a student does not attend any of the first 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 50% of the tuition paid under the student enrolment contract unless the program is provided solely through distance education.

Unless the program is provided solely through distance education, if the institution receives a notice of withdrawal from a student:

more than seven days after the effective contract date and

at least 30 days before the contract start date, the institution may retain up to 10% of the tuition due under the student enrolment contract, to a maximum of $1,000.

less than 30 days before the contract start date, the institution may retain up to 20% of the tuition due under the student enrolment contract, to a maximum of $1,300.

after the contract start date

but before 11% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrolment contract.

and after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrolment contract.

Unless the program is provided solely through distance education, if the institution provides a notice of dismissal to a student and the date the institution delivers the notice to the student is:

before 11% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrolment contract.

after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrolment contract.

If the institution provides the program solely through distance education and the institution receives a student’s notice of withdrawal or the institution delivers a notice of dismissal to the student and:

the student has completed and received an evaluation of his or her performance for up to 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 30% of the tuition due under the student enrolment contract, or

the student has completed and received an evaluation of his or her performance for more than 30% but less than 50% of the program, the institution may retain up to 50% of the tuition due under the student enrolment contract.

The institution will refund fees charged for course materials paid for but not received if the student provides a notice of withdrawal to the institution or the institution provides a notice of dismissal to the student.

Refunds required under this policy will be paid to the student, or a person who paid the tuition or fees on behalf of the student, within 30 days:

of the date the institution receives a student’s notice of withdrawal,

of the date the institution provides a notice of dismissal to the student,

of the date that the registrar provides notice to the institution that the institution is not complying with section 1(c) or 2 of this policy, or

after the first 30% of the hours of instruction if section 3 of this policy applies.

If an international student delivers a copy of a refusal of a study permit to the institution, sections 1(a), 1(b), 4, 7, and 8 of this policy apply as if the copy of the refusal were a notice of withdrawal, unless:

the international student requests an additional letter of acceptance for the same program that was the subject of the refusal of a study permit, or the program is provided solely through distance education.

Procedures:

If a refund is due to the student, the Office Administrator will ensure that a cheque is forwarded to the student within 30 days of the student leaving the program.

If the student owes tuition or other fees to the school, the Office Administrator may undertake the collection of the amount owing.

Sexual Misconduct Policy and Procedure

Policy:

A work and learning environment that is comfortable and professional requires adherence to high standards of personal conduct. Victoria Academy of Ballet is committed to providing a work and learning environment that is free of all forms of harassment, including bullying and harassment, sexual harassment and discrimination. In keeping with this commitment, harass­ment of any kind will not be tolerated, and harassing conduct may result in disciplinary action up to and including immediate dismissal depending on the severity of the behavior.

This harassment policy applies to all workers and students, including permanent, temporary, casual, contract, volunteer, and student workers. It applies to all interactions, including inter­personal and electronic communications such as email.

The contents of this harassment policy will be reviewed at least annually and updated as re­quired.

Definitions:

For the purposes of this policy, harassment includes bullying and harassment, sexual harass­ment and discrimination.

Bullying and harassment means any inappropriate verbal and/or physical conduct by a person towards another person that the first person knows or should know would cause the second person to be humiliated, intimidated or degraded. Generally, it means engaging in conduct that is known or reasonably known to be offensive. Bullying and harassment does not include reasonable action taken by an employer or supervisor relating to the management and direc­tion of workers, or students.

Sexual Harassment means unwanted and unwelcomed conduct of a sexual nature, either ver­bal or physical, that interferes with a person’s work, study, or job opportunities. It can include sexual advances, sexually oriented remarks and behaviour or any unwelcome sexualized suggestions or comments.

Some examples of sexual harassment include offensive, degrading or derogatory remarks, sexually implied jokes or comments, touching, rubbing or brushing up against another per­son, unwelcomed invitations or propositions, impeding or blocking the movement of another person, distributing obscene pictures or cartoons, making insults about a person’s gender, and asking for sexual favors. Sexual harassment does not include reasonable body and move­ment correction and demonstration by an instructor, which may necessitate a professional touch or direction of a dancer’s limbs, extremities, head, abdomen, or other body parts, excluding genitalia.

Discrimination means a distinction, whether intentional or not, relating to personal character­istics of an individual or group which imposes burdens or limits access to opportunities.

If you have reasons of observation, experience, or knowledge to believe that you, a fellow worker or student, or a worker or student who reports directly to you is a victim of harass­ment, you are required to report it immediately in accordance with this policy.

If the individual to whom you would normally report an incident in accordance with this policy is the person who has engaged in or is engaging in conduct that you believe amounts to harassment, report the incident or complaint to the alternate reporting contact, or another member of management.

Incidents or complaints of harassment may be reported verbally or in writing. When submit­ting a written complaint, please use the harassment complaint form. When reporting verbally, the reporting contact, along with the complainant, will fill out the complaint form.

Be prepared to tell exactly what happened, when it happened, where it happened, whether there were any witnesses to the incident, and any other information that may help with the investigation. All complaints will be handled discreetly and promptly investigated.

Investigation Procedure:

Once an incident or complaint is reported, management will initiate an investigation. Most investigations will be conducted internally by the designated supervisor or, if the supervisor is the person alleged to have engaged in conduct amounting to harassment, by another member of management. In complex or sensitive situations, an external investigator might be hired. Management will assign an appropriate person to conduct the investigation and to provide a written report with conclusions.

Investigations will be undertaken promptly and diligently and will be as thorough as necessary given the circumstances of each case. Investigations will be fair and impartial, providing both the complainant and the person accused of engaging in harassment with equal treatment in evaluating the allegations. All information received in the course of an investigation will be treated in a confidential manner. An investigation is focused on finding facts and evidence. Management will incorporate, where appropriate, any need or request from the concerned parties for assistance during the investigation process.

Investigations will include interviews with all concerned parties and potential witnesses in order to determine the nature of the incident(s). All workers and students are expected to cooperate with the investigator and provide any details of incidents they have experiences or witnessed. The investigator will also review any evidence, such as emails, handwritten notes, photographs, or physical evidence like vandalized objects.

Once an investigation is complete, management will review the contents of the investigator’s written report and will advise the concerned parties of the investigation findings. As appro­priate, management will review and revise procedures to discourage any future harassment incidents in the future. Appropriate corrective actions will be taken within a reasonable time frame.

We ask that you keep written accounts of incidents to submit with any complaints. Manage­ment will keep a written record of investigations, including the findings and follow-up action taken.

Retaliation:

Workers and students will not be subjected to retribution or reprisal for filing legitimate com­plaints, participating in any investigation, or reporting any violations of law or policy. Retalia­tion of any type against any worker or other individual will not be tolerated and such conduct may result in disciplinary action up to and including immediate dismissal. Workers are encour­aged to report retaliation to their immediate supervisor and to any other appropriate manage­ment.

Uniform Policy and Procedure

Policy:

VAB embraces the use of a uniform in the Bridge Program in efforts that our students continue to take pride in their grooming and attire in the most professional ways possible.

The following are guidelines. Should you have concerns about any of the below, please do not hesitate to ask for clarification;

*Please note that those students participating in Advanced syllabus may be required to purchase soft pointe shoes.

Guidelines for Contemporary/Pilates:

Women

Men

Sports bra with VAB racerback tank; student’s choice of colour (purchased through VAB). Students may be asked to wear long sleeve shirts or pants for partnering or floor work

VAB tank; student’s choice of colour (purchased through VAB). Students may be asked to wear long sleeve shirts or pants for partnering or floor work

BLACK jazz shorts

BLACK jazz shorts

Barefeet, foot undies or socks

Barefeet, foot undies or socks

Withdrawal Policy and Procedure

Policy:

Students who wish to withdraw from the VAB Professional Bridge Program will be asked to provide their withdrawal notice, in writing (including the date) to the Director(s).

Should a student need to withdraw from the program due to chronic injury or illness some concessions may be given;

Studio and performance hours and academic modules are required for completion of the course. A student who is unable to participate in the required studio hours may not be eligible for a passing grade.

The student may request for a Deferral and continue their studies;

As soon as they are able to return to the program providing they have not missed more than 30 days.

At the beginning of the program (August) and continue the time deferred into the following year to complete their courses to be eligible for graduation.

Students who miss 30 days or more, over the full duration of the program will be assessed before the end of the second year (April-May) to determine if they are of the technical standard required for graduation.

VAB will make every effort to accommodate the student with options or alternatives to meet their needs.

Any fee adjustments or refunds will be forthcoming as applicable to the individual situation and according to the Refund Policy.

Procedures:

Depending on the circumstances and the details given in the student’s written notice, the student will be contacted by the Director(s) within five business days to discuss the reasons for withdrawal. Any issue arising from the discussion will be documented and addressed as necessary and a copy of any documentation will be placed into the student’s file.

When a student leaves the school either by withdrawal, the Program Director will prepare a Transcript showing the marks achieved in the courses enrolled. If the student has completed all program requirements a program credential (Diploma) is also prepared. Transcripts are signed by the Program Director and Artistic Director. Program credentials are signed by the Artistic Director and Program Director. Copies of the signed documents are placed in the student file.

If a refund is due to the student, the Office Administrator will ensure that a cheque is forwarded to the student within 30 days of the withdrawal.

If the student owes tuition or other fees to the school, the Office Administrator may undertake the collection of the amount owing.

Within sixty (60) days of the student leaving the institution, the Office Administrator will send copies of the Enrolment Contract(s), Transcript and Diploma to the third-party vendor for long term storage.

After documents are sent for long term storage, the student file is placed in “inactive” student storage for eight (8) years.

At the end of the eight (8) year period, the full student file may be destroyed using a secure destruction method.